Front Office Operations Specialist
Children's Institute
Front Office Operations Specialist
Children's Institute
Supports children's emotional well-being and education
The Administrative Specialist serves as the first point of contact for visitors, clients, callers, and staff while supporting daily facility operations. This position provides front desk reception, administrative support, basic maintenance assistance, service request tracking, safety monitoring, and site operations coordination to help maintain a welcoming, safe, and organized environment.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Greetsvisitors, clients, callers, and staff in a friendly, professional, and helpful manner.
Answers phones, routes calls, and directs clients and visitors toappropriate personnel.
Tracks administrative logs, service requests, maintenance requests, packages, parking reservations, and related records.
Creates the weekly site calendar andassistswith appointments, psychiatric calls, and related coordination.
Assists theAdministrative Supervisorwithfront desk-related projects, documentation, reports, training materials, and other operational needs as assigned.
Serves as a secondary resource for the front desk team byassistingwith questions, coverage needs, room reservations, visitor support, and other front desk functions when the Administrative Supervisor is unavailable.
Regularly walking through the building and surrounding areas toidentifyconcerns such as damaged furniture, lighting issues, plumbing problems, broken fixtures, equipment concerns, trip hazards, cleanliness issues, or other potential safety concerns. Any issuesidentifiedwould be reported to the Lead Operations Manager orappropriate teamand followed up on as needed.
Coordinates with the Lead Operations Manager to support maintenance activities,complete minorrepairs, building systems, fixtures, furniture, equipment, grounds, and site projects.
Assists with tracking and following up on maintenance requests and operational needs, communicating issues to appropriate Operations or Facilities staff, coordinating vendor and contractor access, monitoring the status of open requests, and helping ensure projects are completed efficiently with minimal disruption to staff and services.
Promotes a “One CII” culture by collaborating across departments, programs, and sites to support shared goals, strengthen teamwork, and ensure a consistent, organization-wide approach to service.
Troubleshootsoperational issues,discussesconcerns with supervisor, andprovidesstatus updates as needed.
Maintains materials and supplies inventories and ordersadditionalsupplies as needed.
Reports safety or building code compliance concerns and supports a safe environment for staff, clients, and visitors.
Responds promptly and positively torequests forassistancefrom staff.
Other duties and special projects as assigned.
This job has no supervisory responsibilities.
1 year ofadministrativeexperience
1-2 years of General Maintenance/Operations experience.
High school diploma or general education degree (GED)required.
Punctual and dependable attendance
Spanish/English bilingual required.
Possesses a valid driver's license and state-required auto insurance or reliable access to transportation, depending on business needs.
Required to travel between sites as needed, potentially 25% to 50% of the time.
General working knowledge of electrical, plumbing, mechanical, painting, and heating and cooling systems, including basic troubleshooting.
Working knowledge of maintenance and Operations in a multi-building office environment, including applicable building codes and safety regulations.
Ability to prioritize multiple responsibilities, work independently, and follow through on assigned tasks.
Ability to maintain high standards for quality, efficiency, customer service, and workplace safety.
Strong interpersonal, customer service, verbal, and written communication skills.
Ability to handle confidential information and maintain patient privacy, including the protection of PHI.
Participates in performance and quality improvement activities according to designated responsibilities.
Demonstrates sensitivity to the service population’s cultural and socioeconomic characteristics.
Availability to accept on-call assignments as scheduled.
Free from alcohol and drug abuse.
Understands CII’s basic philosophy and participates fully in carrying out its mission.
None required.
Must have basic knowledge of computer programs in a Windows environment, including Word, Excel and E-mail.
Computer Aided Facility Management systems
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Time Spent [None, -1/3, 1/3 - 2/3, 2/3+]
Stand: 1/3 - 2/3
Walk: 2/3 +
Sit: 1/3
Reach with hands and arms: 2/3+
Use hands to finger, handle, or feel: 2/3+
Climb or balance: -1/3
Bend, kneel, crouch, or crawl: 1/3 - 2/3
Talk or hear: 2/3+
Taste or smell: -1/3
Carry, push or pull: -1/3
Lifts Weights or Exerts Force
Up to 10 pounds: -1/3
Up to 25 pounds: -1/3
Up to 50 pounds: None
Up to 100 pounds: None
More than 100 pounds: None
No special vision requirements.
The physical, mental & environmental conditions in which the work is performed. The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Time Spent [None, -1/3, 1/3 - 2/3, 2/3+]
Environmental variables that may be indicated as applicable to the position:
Working near mechanical parts: 1/3 - 2/3
Work in high, precarious places: -1/3
Fumes or airborne particles: -1/3
Toxic or caustic chemicals: -1/3
Outdoor weather conditions: -1/3
Extreme cold (non-weather): -1/3
Extreme heat (non-weather): -1/3
Risk of electrical shock: -1/3
Loud noise
New Hire Orientation
AB-1343: Sexual Harassment Prevention training
Mandated Reporter
Timekeeping & Attendance
CPR/First Aid Training
COMPENSATION:
$19.47 USD - $22.85 USDIn accordance with California law, the expected pay range for this position is included in this posting. The actual compensation will be determined based on factors permitted by law. New hires will be offered a salary at the starting point of the range to maintain internal inequity and allow opportunity for future salary growth. CII salaries are determined based on comprehensive internal and external market analysis, as well as the skills, education, and experience relevant to each position.
BENEFITS:
Generous paid PTO, plus 10 paid holidays and CII is closed between Christmas and New Year
Excellent medical, dental, and vision insurance for eligible employees and qualified dependents
403b Retirement Plan with employer contribution for eligible employees
Up to $4,500 in tuition reimbursement per calendar year
Eligible for the Public Service Loan Forgiveness program
Flexible Spending Account (FSA) & Health Savings Account (HSA)
Employer paid Life and AD&D Insurance
Voluntary Supplemental Insurance
Opportunity for growth & advancement
Professional development & continued training
Team building & bonding through company sponsored events & activities
CONTINGENCIES:
Influenza immunization or declination
COVID-19, MMR and Tdap immunizations
Education verification
Reference check
Background fingerprint clearance (FBI, DOJ, CACI) conducted by the California Department of Social Services
Drug and alcohol screening
Tuberculosis screening
Supports children's emotional well-being and education
Children's Institute helps children and families in Los Angeles achieve emotional well-being and educational success, serving about 30,000 people each year. It operates in underinvested communities like Echo Park, Watts, Compton, and Long Beach, delivering programs that support mental health, education, and family needs to create pathways to economic mobility and lifelong health. The organization weaves equity and inclusion into its decisions, workforce, and programs, and pursues long-term community impact rather than short-term gains. Its goal is to reduce inequities and enable every child and family to reach their full potential by providing evidence-based services, support networks, and access to opportunities.
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